Executive Office Manager

Now hiring! We’re seeking an Executive Office Manager who will operate at the heart of our executive team, ensuring seamless coordination, strategic execution, and a mission-driven experience for all! Under the direction of the CEO, the Executive Office Manager is a key member of the organization’s management team and serves as the central manager for the CEO and Senior Leadership Team’s (SLT) comprehensive administrative, operational, and strategic functions and initiatives. This position supports the SLT in executing strategic engagement initiatives, organizational culture development, and other key priorities. The Executive Office Manager serves as both a vital communication hub for executive operations and a culture carrier, ensuring a mission-driven experience for internal and external stakeholders. This role is integral to maintaining smooth day-to-day executive operations, ensuring strong coordination across functions and departments, and advancing the organization’s mission, and strategic goals through robust community partnerships.

JCC Greater Boston is deeply committed to valuing and celebrating the uniqueness of each constituent. We welcome staff and participants from diverse backgrounds. While being proudly Jewish, we strive in every way to provide an open and welcoming setting for all, irrespective of personal practices, beliefs, or background. We are guided by JCC Greater Boston’s core values - Belonging, Joyfulness, Collaboration, and Transformation - which resonate with many who do not identify as Jewish.

Primary responsibilities include, and are not limited to:

Executive Support & Operations Management

Provide comprehensive administrative support to the CEO and SLT, including managing the CEO’s calendar, executive office communications, and daily operations.

• Serve as a central information hub, ensuring timely and accurate communication across the organization.
• Facilitate communication between the CEO, SLT, program directors, staff, and external partners.
• Act as gatekeeper for the CEO’s access, managing priorities, requests, and communications with discretion.
• Draft and manage executive communications; support donor communications and prepare donor report summaries.
• Prepare materials and resources for annual Board and committee orientations.
• Coordinate and manage the preparation and distribution of meeting agendas, reports, and presentations.
• Oversee expense reporting and tracking for the CEO and SLT.
• Coordinate travel arrangements, logistics, and itineraries for executive meetings and events.
• Develop and maintain effective office management systems/workflows, ensuring accuracy, organization, and confidentiality with a lens towards continuous improvement.
• Support project management for program launches, community initiatives, and other strategic projects as assigned.

Meeting Coordination & Planning

Coordinate comprehensive annual planning calendar for executive, senior leadership, and management teams:

• Develop and manage a comprehensive annual planning calendar for executive, senior leadership, and management teams.

• Coordinate all preparation for Board and committee meetings, including presentations, scheduling, agenda creation, materials preparation, pre- and post-meeting communications, attendance tracking, minutes recording, and technology management.
• Collaborate with the CEO to plan and execute monthly Executive Team retreats, managing logistics, communications, and materials.
• Partner with the Events Manager to plan and organize monthly Town Hall meetings and staff events, including two to three in-person all-staff gatherings annually.
• Lead the organization of meetings and professional development opportunities for Bonim (the management cohort).
  

Standard Staff Expectations

Standard staff expectations include and are not limited to: 

• Actively contribute to an inclusive, welcoming, and respectful environment where all individuals is valued, seen, and respected
• Actively support and amplify JCC Greater Boston’s mission, vision, and values including through personal role modeling; ; actively participate in and support the goals and initiatives of JCCGB and the department  
• Attend JCCGB meetings and trainings as assigned, and actively participate in and support the goals and initiatives of JCCGB and the department
• Other activities as required

Standard Leadership Expectations

Standard expectations include and are not limited to: 

• Model inclusive, people-centered leadership consistent with the organization’s mission, vision, and values.
• Champion continuous improvement and lead organizational change with adaptability, empathy, and resilience.
• Foster a collaborative, joyful, and high-performance workplace culture; mentor and support emerging leaders.
• Use sound judgment and data-informed decision-making to manage complex priorities and mitigate risk.
• Represent the organization professionally and positively with community members, partners, and stakeholders.
  

Supervisory Responsibilities: None

This is a great chance to join JCC Greater Boston's respected and valued, people-orientated workplace of diverse community services providers, which is rapidly growing! 

This full-time, salaried position offers a comprehensive benefits package, a supportive work environment with a hybrid work option for some administrative duties, and a competitive starting salary range between $75-$80K  annually.

The salary offered will ultimately be determined by relevant qualifications, experience, and JCC's internal equity.

About JCC Greater Boston

Since opening its doors in 1983, JCC Greater Boston has been committed to its mission of creating a vibrant, inclusive, and diverse community by nurturing meaningful and lasting relationships. Through our network of early learning centers, day camps, regional teen and family programs, health and wellness offerings, and adult arts and ideas classes, JCC Greater Boston provides highly valued connections, learning, and experiences for the Jewish community and friends.

JCC Greater Boston staff enjoy working in an innovative, friendly, and welcoming environment where their talents and contributions are appreciated. In our recent employee survey, staff rated their direct management and organizational alignment experiences close to 90% positive. If you want to upgrade your working experience and have a better work-life balance, we encourage you to explore becoming part of the JCC team!

The JCC is deeply committed to valuing and celebrating the uniqueness of each constituent. We welcome staff and participants from diverse backgrounds. While being proudly Jewish, we strive in every way to provide an open and welcoming setting for all, irrespective of personal practices, beliefs, or background. We are guided by JCC Greater Boston's core values: Belonging, Joyfulness, Collaboration, and Transformation, which we hope resonate with all.

To learn more about what makes JCC Greater Boston a wonderful place to work, please visit our careers page at 

JCC Greater Boston is an equal opportunity employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, ancestry, veteran status, marital status, pregnancy, genetic information, or disability. In a continuing effort to maintain and enrich a diverse environment, we actively encourage applications from women and members of underrepresented groups.

Requirements

Education and Experience: Requires aBachelor's degree in business administration, non-profit management, or a related field and 7+ years of progressive professional experience, including significant success with building and executing workflows, administrative functions and project coordination or management. Experience in non-profit or community organization environment preferred. Equivalent combination of education and experience may be substituted at JCC's discretion to meet minimum criteria.

Skills and Abilities:

• Must have strong computer skills, including proficiency with Microsoft Office (Outlook, Word, Excel), and preferred experience with Salesforce, Asana, and Slack
• Strong ethic of care for colleagues and commitment to organizational culture
• Ability to maintain confidentiality and exercise discretion and good judgement
• Deep understanding of executive office operations, workflow management, and cross-departmental coordination.
• Proactive approach to work with focus on operational excellence
• Outstanding project management, organization, and time management skills with meticulous attention to detail.
• Proven ability to manage complex schedules and multiple priorities simultaneously
• Excellent organizational, time management, and problem-solving skills
• Ability to multitask and manage situations effectively and diplomatically; ability to adapt to evolving needs and circumstances
• Strong sense of discernment and ability to deal discreetly with highly sensitive, confidential written, electronic, and oral communications
• Must be a self-starter who takes initiative
• Ability to build strong relationships with a variety of stakeholders
• Ability to represent the organization professionally in all interactions
• Strong professional writing and communication skills
• Ability to work effectively in a fast-paced environment

Physical Requirements:  This position primarily involves standard deskwork; work is performed in an office environment with no extreme conditions. Must be able to sit or stand for prolonged periods. Able to work well in a busy, dynamic and sometimes noisy environment involving multiple tasks and priorities. Able to lift and carry objects weighing up to 20 pounds (boxes of supplies). This position is a hybrid position since some administrative and operations duties may be effectively performed remotely while others require an in-person/in-office presence.

ADA Statement: Individuals must possess these criteria for knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation and using some other combination of skills and abilities.

Benefits

In addition to a rewarding career within our mission-driven, values-driven, and family-centric environment, JCC Greater Boston proudly offers full-time employees a comprehensive and competitive benefits package that includes :

• Competitive cost-sharing Health and Dental Insurance
• JCC Sponsored/Paid Health Reimbursement Account
• JCC Sponsored/Paid Group Life Insurance/LTD Coverage
• Generous paid time off supporting a quality work-life balance
• Tax-deferred 403(b) retirement savings plan
• Voluntary Supplemental Vision Insurance
• Additional Voluntary Supplemental Life/ADD coverage for you and your family
• AbilityAssist Employee Assistance Program (EAP)
• Norton Cyber Security Program
• LegalEase Insurance program

JCCGB Perks! This position is eligible for a free individual membership to JCC Greater Boston's top class fitness, recreation and wellness facility in Newton – offering virtual and in-person programs including indoor swimming, many fitness classes, and workout facilities, as well as discounts to many JCCGB events, classes, outdoor pool, and more! Complimentary individual membership includes:

• Use of the Fitness Center at Leventhal-Sidman
• Access to group fit classes, Arts & Culture adult programming at member rates
• Discounts on a variety JCCGB's fitness/wellness programs and services
• Free wellness events!
• Discounted child care at JCCGB Early Learning Centers and after-school program
• Discounted JCCGB camp tuition

Benefits are subject to review and change by the Organization, and plan documents are the primary determinant.

A Great Place to Work! JCC Greater Boston is consciously evolving as a great place to work! In our recent 2023 employee engagement survey, at least 88% of our staff gave us top ratings on:

• Supportive colleagues
• Team camaraderie
• How their managers treat them
• Individual autonomy
• Knowing what their work contributes to and how it impacts others
• Pride in working for the JCC
• Program and service quality
• Holding ourselves accountable

Our staff and leadership bring experience, excellence, and commitment to everything we offer and we are dedicated to a culture where all our employees may thrive. Our culture is built on our values, driven by our mission, and nurtured through the expert contributions of our professionals.